If you’ve ever tried to recruit academics for a research project, you’ll know it’s rarely as simple as sending an email and watching the responses roll in. Since starting my postdoc, I’ve worked on multiple studies and faced all sorts of challenges, no matter how exciting or valuable the project. Each experience has taught me something new about what works, what doesn’t, and how to keep going when recruitment gets tough.

In one of my earliest projects, we ran a paid focus group study. The sign-ups flooded in, but not always for the right reasons. A few “participants” registered for every session, got picked for several groups, kept their cameras off, and never said a word. The red flag only appeared when we noticed the same bank account being used multiple times for payment. Later, when I led my own seedcorn project (this time with no payment), I again saw a rush of sign-ups, presumably expecting it to be paid as before, many of whom disappeared once they realised there was no financial incentive, or requested payment before withdrawing. What I took away from all this? Always check that sign-ups are genuine from the start. A few minutes of vetting early on can save a lot of hassle later.

 In some projects, I’ve worked with collaborators who acted as gatekeepers to participant access. They were crucial for reaching hard-to-access groups, but I also saw how easily recruitment can stall, because of the added workload and time pressure on everyone, or when information isn’t shared promptly and clearly. Chasing up doesn’t always help; involving the project lead in emails can add weight and sometimes speed responses, but even then progress isn’t guaranteed.

Another hurdle has been my tendency to carry familiar data collection methods into new projects. After having great success recruiting participants with a long survey in one study, I used the same approach in my next – only to be met with a low response rate. The issue wasn’t the survey itself, but my reliance on what had worked before instead of tailoring the method to the project’s context and audience. I’d overlooked the reality of survey fatigue: academics are often sent multiple requests, and lengthy questionnaires can be off-putting when they’re already juggling teaching, research, and administrative work.

What alternatives have I tried? Handing out posters at in-person events can work, but it’s slow – a half-day event might only yield one or two participants. Tapping into relevant social networks, whether disciplinary, regional, or interest-based, has expanded my reach much faster. Direct contact, always my last resort, has actually been the most effective. Many senior academics are generous with their time, either taking part themselves or introducing me to others who could help. Over time, I’ve learned that simply asking and starting conversations can open unexpected doors. The worst is usually a polite “no”. In fact, some of my most enthusiastic supporters were people I almost didn’t contact, assuming they’d be too busy or uninterested.

Recruiting academics for research studies rarely goes exactly to plan and is likely to remain a challenge, so flexibility is essential, and a bit of trial and error can be surprisingly instructive. Expect a slow start; stay flexible and try things. Once it gets going, momentum usually builds.

Dr Dong Lin is a Postdoctoral Research Associate for the EDI Caucus https://www.linkedin.com/in/dong-lin-708907302/